Reports To Go

Reports To Go

Objective
This functionality is useful for:
™ Creating and maintaining sets of reports that you run frequently or regularly.

Description
Reports To Go enables you to build and maintain one or more sets of reports which are run frequently or on a
regular basis. It eliminates the need to ‘manually’ re-select reports and re-specify the criteria each time the
reports are run.

In this training module, we will present each screen associated with Reports to Go, complete with a legend that
describes every area of the screen. At the end, we will present a step-by-step example of how you can use
Reports to Go in your day-to-day job.

To begin, click on Reports to Go, and the following screen is displayed.

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Reports To Go – Main Screen

Use the legend provided below to interpret the screen image on the previous page.

Field Name Definition

A My Briefcase Click here to go to the My Briefcase area.

B My Clusters Click here to go to the My Clusters area.

C Filtering Criteria Click here to begin the process of creating a report set. After you have specified criteria
on this screen, you can click on Review to complete the process.

D Review and Save Click on Review to complete the process of creating a report set.

E Description This is a brief description of Reports To Go.

F Saved Report Sets Any report sets you have previously created will be displayed in this area.

G Add Report Set Click here to begin the process of creating a report set. (The Filtering Criteria screen
will be displayed. You may begin the process of creating a report set by clicking either
button.)

H Remove Report Click on this button, and any report sets you have selected on the Saved Report Sets
Sets list will be removed.

I Add to Briefcase Click on this button to add selected report sets to My Briefcase.

J Select All/Unselect • Click Select All, and all report sets on the list will be marked with a check mark in
All their check boxes.
• Click Unselect All, and all check boxes on the list will be cleared.

K Click or clear this check box as a different way to Select All or Unselect All items on
the list.

L Name Each report set is listed by the name it was given when it was created. Click on the
name, and the Filtering Criteria screen of the corresponding report set will be
displayed.

M Last Updated The dates displayed here represent the last time the definition of the report set was
changed. (Note: This may not be the last time this report set was run. For example, if
you create a report set on 1/1/2006, and run it every period, but never change the
definition, the Last Updated field will continue to be “1/1/2006,” until you add/remove a
report, change the frequency, or make some other change.)

N Review Click here to display the Review and Save screen of the corresponding report set.

O Training Click on the link in this area to open a training document that will help you understand
this functionality.

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Important Notes
• If a report set is ‘removed’ from the briefcase, the definition of that report set still exists in Reports To
Go.
• If a report set is ‘removed’ from Reports To Go, it is completely deleted from MRDW and cannot be
recovered.

Reports To Go – Filtering Criteria Screen

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Reports To Go – Filtering Criteria

Use the legend provided below to interpret the sample screen image on the previous page.

Field Name Definition

A Report Set Name If you are creating a new report set, this field will be blank. If you are changing an
existing report set, the report set’s name will display here.

B Select From these lists, select all the timeframes that apply to any of the reports that will be
Timeframes* in this report set. Choices include:
• Period Timeframe – Select Most Recent Period, and/or the past period(s) of
your choice.
• Monthly Timeframe – Select Most Recent Month, and/or the past month(s)
of your choice.
• Weekly Timeframe – Select Most Recent Week, and/or the past week(s) of
your choice.
• Quarterly Timeframe – Select Most Recent Quarter, and/or the past
quarter(s) of your choice.
• Year Timeframe – Select Most Recent Year, and/or the past year(s) of your
choice.

C Select Report Ids* From this list, select the reports you wish to include in this report set.

D Select Locations In these areas, you specify the property or properties whose reports you wish to
and/or Clusters* include in this report set. You can specify them in the following ways:
• Properties – Just type in the desired 5-letter MARSHA code for the property
whose reports you wish to include in this report set. Separate multiple
MARSHA codes with commas.
• Public Property Clusters – (Not pictured.) Based on your security and
authorization, you may select a property cluster from this list. (This list of
property clusters cannot be edited by the user.)
• My Property Clusters – (Not pictured.) Any clusters listed here were created
by a user using My Clusters. Please refer to that separate training module
for further details. (Only users with access to multiple properties will see this
box.)

E “Not all reports are This text is just a reminder that not all combinations of ‘brand + property + timeframe’
available for all are available or possible to view.
Brands/Locations/
Timeframes.”

After you have made all your decisions on this screen, click on the 2. Review and Save tab at the top of this
display to continue.

* If you wish to select multiple items from the same list in any of these areas, follow these steps:

• To select consecutive items, click on the top item, then <shift + click> the bottom one.
• To select non-consecutive items, click on one item, then <ctrl + click> any others.
• To unselect items, use <ctrl + click> again.

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Reports To Go – Review and Save Screen

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Reports To Go – Review and Save

Use the legend provided below to interpret the sample screen image on the previous page.

Field Name Definition

A Report Set If you are creating a new report set, this field will not be visible until you Save your report
Name set. If you are changing an existing report set, the report set’s name will display here.

B You Have In this area, you can review all the items you selected in the Filtering Criteria window:
Selected the Timeframes, the Report Ids, and the Properties/Clusters. If you want to make
changes to any of these, click Filtering Criteria again, and make the appropriate
changes.

C Report List In this area, you will see a list of all reports for which there was a matching timeframe
and property/cluster. The checkboxes for all reports will have check marks. Click the
boxes to select or ‘unselect’ each report.

Note: If a report has multiple file types (e.g., DEM1 has both PDF and XLS), each
different file type will be shown separately on this list.

D Select All/ • Click Select All to mark all the checkboxes for all reports on the list.
Unselect All • Click Unselect All to remove the marks from the checkboxes for all reports on the
list.

E Total size…. The total file size of all reports in this report set is displayed here. The maximum file
size allowed is 20MG.

F Sort Order Make selections on this list to specify which order in which the reports will be displayed,
and the order in which they will be downloaded in the zip file. The default order is:
• Location – All reports for the same property will display together, in alphabetical
order by MARSHA code.
• Report ID – All reports with the same report ID will display together, in
alphanumeric order by report ID code.
• Time Frame – All reports for the same timeframe will display together.
• File Type – All reports with the same file type will display together. (MS Excel
reports will display together, then PDF reports, etc.)

You can change the sort order by clicking on Location, Report ID, Timeframe, or File
Type to select an item, and then using one of the following buttons.
• Top will move the selected item to the top.
• Up will move the selected item up one ‘step’ in the list.
• Bottom will move the selected item to the bottom.
• Down will move the selected item down one ‘step’ in the list.

G Apply Click this button to finalize your changes to the report set’s sort order.

H Download Now Click on Download Now, and the report set will be downloaded to your PC. See below
for more details.

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I Save Click here to save the report set. If you were working with an existing report set, it will be
updated/changed.

J Save As Click here to save the report set with a new name. If you were working with an existing
report set, you will be creating a new report set with a new name, and the existing report
set will not be changed.

Important Note
• When creating your report set, select all reports you are interested in, and all timeframes. The Reports
To Go functionality will automatically match up your selected reports with any applicable timeframes.

Download Now
As a brief review, here are the steps you may have gone through up to this point:

• You may have created clusters of properties, booking offices, rate programs, and/or room pools to
facilitate your reports.
• You may have created various report sets, consisting of two or more frequently-used reports, saving
yourself the work of manually redefining report criteria every week (or period or month).

You may download the reports in this report set now, or go to the main screen to select multiple report sets to
add to your Briefcase. If you click on the Download Now button, your screen will look something like this:

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Notice the following things about this File Download window.

• The File name is briefcase.zip.

• The File type is WinZip File.
• There are four buttons at the bottom of the window. You can Open this WinZip File, or Save it, or
Cancel this operation, or click on the last button for More Info.

Let’s look at what happens when you click on Open.

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Open
Click Open and your screen will look something like this:

Several things have happened automatically:

• All selected reports in this report set were ‘zipped up’ or combined into a single file, called briefcase.zip.
• Your PC has automatically launched a new application called WinZip, an approved application in
Marriott’s Standard Desktop.
• WinZip has ‘unzipped’ all selected reports, in order to display them here. Each individual report will
display separately.

From this WinZip window, you can manage your reports according to the business needs of your office. For
example, you might:

• Save “briefcase.zip” with some new name (like “Period 10 reports.zip”), for future reference. (Be sure to
keep the file extension of .zip.)
• Open any individual report by double-clicking on it. From there, you might print them out, save them as
separate files, etc.

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Important Note
Whenever you click on Download Now, the default file name will always be briefcase.zip Be sure to change
the file name to something more descriptive. If you continue to use briefcase.zip as the file name, and continue
to save the file in the same place, you will effectively be erasing any previous downloads you may have made!

Reports To Go – Step-by-Step
Here’s a step-by-step example of how you might use Reports To Go.

1. Let’s say this is your first time using Reports To Go. You know that every period, you need to look at
the same four reports: DEM1, CMP7, SEG2, and SRC1.

2. Click on Reports To Go and your screen will look like this.

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3. Click on Add Report Set and your screen will look like this.

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4. Since you want to always view the most recent period’s data, click on Most Recent Period for the
Period Timeframe. Use <ctrl + click> to select the four reports you want to see in the Select Report
Ids list. In the Properties field at the bottom, type in your property’s 5-letter MARSHA code. (If you
want to enter multiple properties, separate them with commas.) Your screen will look like this.

HHHHH

Remember, you can select consecutive items on a list with <shift + click>, and non-consecutive items with <ctrl
+ click>. Unselect items with <ctrl + click>.

Note: When you select Most Recent for any of the timeframes, Reports To Go will always pull the most
recent version of the selected report, no matter when it was originally created. Be careful when using
Most Recent, especially if you may not be downloading your reports at the same time each period (e.g., week 1
of the period vs. week 2).

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5. Since you are finished making selections on this screen, continue by clicking the 2. Review and Save
tab. Now your screen looks like this.

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6. What you do next depends on your business needs.

• If you Download Now, you will get your reports, but the ‘template’ of this report set will not be
saved.
• You could make selections in the Sort Order area to change the order in which your reports
display. (For example, maybe you want to see all Excel reports first.) Click on Apply to
permanently change the sort order.

But if this is truly a report set that you wish to reuse over and over, the best thing to do from here is
Save. Your screen will look like this:

Give your report set a name and click on Save Report Set.

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7. The main Reports To Go screen is displayed, and your new report set is in the Saved Report Sets
area. You have successfully created your first report set!

Now that you have saved this report set, the next time you need to download it, you can start right from this
main screen. Simply check the box for the appropriate report set and click Add to Briefcase. The reports in
that report set will go straight to your Briefcase where you can download them along with anything else in your
briefcase.

Next steps:

Once you have completed reviewing

this section, move on to the exercise on
the next page.

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Exercise
Answer the following questions to assess your knowledge of Reports To Go.

Reports To Go
1. Describe how to select two items from a list when the items are not consecutive.

______________________________________________________________________________________

2. You have just finished making selections on the Filtering Criteria screen. Where do you click to continue
the process?

______________________________________________________________________________________

3. Describe the difference between removing a report set from Reports To Go, and removing a report set from
My Briefcase.

______________________________________________________________________________________

After you have completed the

exercise questions, please check
your answers on the following page!

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Exercise Answers
Please compare your answers with those provided below:

Reports To Go
1. Describe how to select two items from a list when the items are not consecutive.

Click the first item normally, then <ctrl + click> the other(s).

2. You have just finished making selections on the Filtering Criteria screen. Where do you click to continue
the process?

2. Review and Save

3. Describe the difference between removing a report set from Reports To Go, and removing a report set from
My Briefcase.

If a report set is ‘removed’ from Reports To Go, it is completely deleted from MRDW and cannot be
recovered. If a report set is ‘removed’ from the briefcase, the definition of that report set still exists
in Reports To Go.

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